Assistant Office Manager (Portland)

Position Description: Supervise local office functions and coordinate administrative services, processes, procedures, and administrative team in office location.

Essential Duties & Key Responsibilities:

• Engage in partnerships with building/facilities manager for day-to-day facilities management (e.g., repairs, HVAC, janitorial, housekeeping services, lighting) and provide appropriate level of access for vendors/technicians to perform duties while preserving security of office and staff.
• Understand service level agreements with vendors and service technicians for related office services and equipment repairs and servicing and engage with local office management and/or Information Systems (IS) team for office related technology support.
• Collaborate with business unit (BU) Safety Manager on related safety aspects of office environment (e.g., coordinate office access key fobs with IS team, serve as Emergency Contact for location, and document safety performance).
• Assist Office Manager with research for event venues and prepare vendor comparison and pricing analysis; provide support for and attend BU and company activities and events as needed.
• Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities.
• Provide excellent customer experience and prompt responses to requests for office support.
• Assist in supervision of team assignments, commitments, and deadlines.
• Update office staff seating/organizational charts; support, coordinate, and execute local office moves.
• Participate in event coordination activities, including team meetings, engage with vendors, and provide timely status to local office management.
• Maintain records retention account and filing and documentation retrieval systems, physically and digitally. Maintain data in AIA (American Institute of Architects) contract software. Notarize pay applications and other documents.
• Provide accurate and timely submission of office expenses and process day-to-day office/administrative support activities.
• Maintain office/kitchen supplies and submit supply order for purchase approval to local office management.
• Contribute to development of Standard Operating Procedures (SOP) for team roles and innovative ideas to improve systems, processes, and service quality.
• Assist in supervision of Administrative Services (AS) team and assist in new staff orientation.
• Provide AS team support and relief of others'' job duties during times of need (e.g., lunch, breaks, illness, vacation).
• Other activities, duties, and responsibilities as assigned.